Standard Operating Procedures (SOPs)

Agile Operating Procedures (AOPs) Standard Operating Procedures (SOPs) have great value across industries. In the military, they promote discipline and repeatability. In healthcare, they reduce risk and improve patient outcomes. In Agile software development, SOPs must balance consistency with adaptability. SOPs in Agile Agile thrives on flexibility, not chaos. SOPs provide structure, and that consistency benefits teams: Definition of Done (DoD): Reduces risk of teams pushing unfinished work. Branching and Merging: Expect chaos if every developer pushes code however they want. Incident Management: A structured response process is critical when issues arise in Prod. Code Review: Quality improves when peer reviews follow a repeatable process. Sprint Planning, Reviews, and Retros: Even Agile events need clear expectations to avoid wasted time. These SOPs establish a shared understanding of key activities in high-velocity environments, improving effectiveness, quality, and collaboration. SOP Evolution Agile SOPs should adapt based on experience and empiricism. Top-Down Adaptations: Leadership refines SOPs based on strategy, tooling, or regulations. Bottom-Up Adaptations: Developers propose adjustments based on what works (or doesn’t) on the ground. For example, a team might realize strict branch policies slow them down without improving quality. Leadership should empower and encourage them to suggest changes instead of demanding rigid adherence. The best Agile organizations create feedback loops where frontline teams influence SOP improvements. SOPs Can Go Too Far Over-standardization can stifle innovation. When every action is prescribed, teams lose the autonomy to experiment. The key is identifying where freedom adds value and where structure prevents failure. SOP Value Spectrum High-Value SOPs: CI/CD pipelines, security, compliance. Moderate-Value SOPs: Coding style guides, sprint formats, documentation. Low-Value SOPs: Standup and retro formats. Jira administrativia. Rigidity pushes teams toward cargo cult Agile, where process adherence matters more than value delivery. Smart SOPs guide but don’t constrain. The U-Shaped Curve of SOP Effectiveness Too few SOPs, and teams waste time reinventing the wheel. Too many, and they may fail to adapt. The ideal state sits in the middle, where essential procedures provide guardrails but leave space for innovation. Performance improves with some standardization but drops if it becomes excessive. Agile SOPs SOPs are appropriate for Agile teams, but only when they're not static, and foster agility. The most effective teams refine SOPs based on performance, balancing structure and flexibility. Teams should be (and feel) empowered to shape these processes, recognizing that the best improvements come from the people doing the work. Agile isn’t about rigid adherence to SOPs. It’s about delivering value. The right SOPs - and taking an agile approach to SOPs - help teams do just that.

Just walked out of a meeting where an MSP proudly shared their SOPs. And it reminded me that a good SOP is a compass, NOT a novel… Each SOP was 12 pages of “click here, select this dropdown, scroll two inches, hit confirm, check your email, confirm again…” all because someone believed an SOP should be so detailed their grandmother could do it. If your SOP has 87 steps for a 5-minute task, it’s not helpful and could be a liability. Too much detail is dangerous. User interfaces change. Platforms get updated. SOPs rot faster than bananas in the Phoenix, Arizona summer sun. Overwritten SOPs become outdated SOPs. ---->Write for someone skillful in the art of performing the task. A well-crafted SOP guides a competent technician or engineer to do the right thing. NOT click-by-click babysitting. You’re not documenting a ritual for ancient monks. You’re enabling action, consistency, and decision-making. The Goldilocks Rule applies: Not too vague, not too detailed & just right. Enough for the job to be done correctly, repeatably, and with confidence. Want to future-proof your processes? Respect the intelligence of your team. Write SOPs that teach principles, clarify outcomes, and empower people to think. #SOP #MSP #goldilocks

* #Standard_Operating_Procedure(SOP) for Purchase Department Ensuring Excellence in Procurement and Supply Chain Management The Purchase Department is the backbone of any organization, ensuring timely procurement of quality materials, cost optimization, and seamless vendor relationships. Below is a concise SOP for a high-performing Purchase Department: 1️⃣ Planning & Requisition Management • Material Requirement Planning (MRP): • Collaborate with departments to forecast material needs based on production schedules and inventory levels. • Purchase Requisitions (PR): • Process and prioritize requests from internal departments, ensuring they include specifications, quantities, and deadlines. 2️⃣ Vendor Management • Vendor Selection & Onboarding: • Identify and onboard reliable vendors based on quality, pricing, and lead times. • Maintain an Approved Vendor List (AVL) for consistent sourcing. • Vendor Performance Evaluation: • Periodically assess vendors on: • Delivery performance • Product quality • Pricing competitiveness • Track performance using a vendor scorecard. • Vendor Relationship Management: • Foster long-term relationships through transparent communication and collaboration. 3️⃣ Procurement Process • Quotation Management (RFQs): • Float Requests for Quotations to multiple vendors to ensure competitive pricing. • Negotiation: • Negotiate pricing, payment terms, and delivery schedules to ensure cost efficiency. • Purchase Order (PO) Issuance: • Create accurate and well-documented POs detailing material specifications, quantity, delivery timelines, and payment terms. 4️⃣ Receipt and Inspection • Goods Receipt Note (GRN): • Match received materials with POs and GRNs to ensure accuracy. • Quality Inspection: • Collaborate with the QC team to inspect materials and coordinate corrective actions for defective items. 5️⃣ Inventory Coordination • Stock Monitoring: • Track inventory levels to avoid stockouts or overstocking. • Work with the store department to optimize stock flow. • Reorder Points: • Maintain reorder levels for critical materials to ensure uninterrupted operations. 6️⃣ Compliance and Documentation • Regulatory Compliance: • Follow company policies and industry regulations while ensuring ethical procurement practices. • Record Maintenance: • Keep detailed records of purchase requisitions, orders, and receipt notes for traceability. Conclusion A robust SOP ensures that the Purchase Department operates efficiently, contributes to cost savings, and supports the organization’s goals seamlessly*

What is SOP? A Standard Operating Procedure (SOP) is a detailed, written instruction that outlines the steps to be taken in a specific situation or process. SOPs are designed to ensure consistency, efficiency, and quality in the performance of a task or process. Content of the SOP Body: 1. Header 2. Title 3. Purpose 4. Scope (to whom applicable) 5. Responsibility 6. Accountability 7. Abbreviations and Definitions 8. Procedure 9. Forms and Records 10. Distribution Preparing an SOP involves the following steps: 1. Define the purpose and scope : Clearly define the purpose and scope of the SOP. 2. Identify the tasks and steps : Break down the process into individual tasks and steps. 3. Determine the responsibilities : Identify the personnel responsible for each task and step. 4. Establish the procedures : Describe the procedures to be followed for each task and step. 5. Include quality control measures : Include quality control measures to ensure the process is performed correctly. 6. Review and revise: Review and revise the SOP regularly to ensure it remains relevant and effective. Why SOPs are Crucial in Pharmaceutical QA: 1. Ensure consistency and standardization 2. Reduce errors and deviations 3. Enhance regulatory compliance (FDA, EMA, WHO) 4. Improve product quality and safety 5. Increase efficiency and productivity 6. Facilitate training and knowledge transfer Benefits of SOPs in Pharmaceutical QA: 1. Improved quality and reliability 2. Enhanced regulatory compliance 3. Reduced risks and errors 4. Increased efficiency and productivity 5. Better documentation and record-keeping 6. Effective training and knowledge transfer Key Characteristics of Effective SOPs: 1. Clear and concise language 2. Well-defined scope and purpose 3. Step-by-step instructions 4. Unambiguous responsibilities 5. Regular review and updates 6. Approved and authorized Types of SOPs in Pharmaceutical QA; 1. Quality control SOPs 2. Quality assurance SOPs 3. Manufacturing SOPs 4. Laboratory SOPs 5. Documentation SOPs 6. Training SOPs Best Practices for Implementing SOPs: 1. Develop a comprehensive SOP program 2. Involve stakeholders in SOP development 3. Train personnel on SOPs 4. Regularly review and update SOPs 5. Ensure accessibility and visibility 6. Monitor and enforce SOP adherence Regulatory Requirements: 1. FDA 21 CFR Part 211 (GMP) 2. EU GMP Annex 16 (Certification by a Qualified Person) 3. WHO Good Manufacturing Practices (GMP) Challenges and Solutions: 1. Inadequate training: Provide regular training sessions 2. Ineffective communication: Ensure clear communication channels 3. Resistance to change: Foster a culture of continuous improvement 4. Insufficient resources: Allocate necessary resources.

Standard Operating Procedure (SOP) – Human Resources Department 1. Purpose To establish standardized processes for HR functions, ensuring compliance with labor laws, organizational policies, and employee satisfaction. 2. Scope This SOP applies to all HR activities, including recruitment, onboarding, payroll, employee relations, performance management, and exit procedures. 3. HR Functions & Procedures 3.1 Recruitment & Hiring. 1. Identify job vacancy and get approval from management. 2. Prepare and post job descriptions on job portals and company website. 3. Screen applications and shortlist candidates. 4. Conduct interviews and assessments. 5. Select candidate and extend an offer letter. 6. Complete background verification and employment documentation. 7. Ensure new hire joins within the agreed timeframe. 3.2 Employee Onboarding 1. Send welcome email with joining details. 2. Provide new employee orientation. 3. Complete HR paperwork (contracts, tax forms, benefits enrollment). 4. Issue employee ID, access credentials, and workstation. 5. Assign mentor/buddy for initial guidance. 6. Conduct first-week follow-up and probationary review. 3.3 Payroll Processing 1. Collect attendance, leave, and overtime records. 2. Calculate salaries, deductions (taxes, insurance, etc.), and bonuses. 3. Process payroll and generate payslips. 4. Ensure bank transfers are completed by payday. 5. Maintain payroll records and address discrepancies. 3.4 Employee Relations & grievances 1. Address employee grievances and concerns confidentially. 2. Ensure compliance with labor laws and company policies. 3. Conduct workplace ethics and harassment prevention training. 4. Maintain records of employee disputes and resolutions. 5. Foster employee engagement through surveys and feedback. 3.5 Performance Management 1. Set annual goals and key performance indicators (KPIs). 2. Conduct periodic performance reviews (quarterly/semi-annual/annual). 3. Provide feedback and improvement plans. 4. Identify training and development needs. 5. Reward high performers with recognition and incentives. 3.6 Training & Development 1. Identify skill gaps and training needs. 2. Develop or source relevant training programs. 3. Organize training sessions, workshops, and seminars. 4. Monitor participation and effectiveness. 5. Maintain training records and certifications. 3.7 Employee Exit & Offboarding. 1. Receive resignation letter and conduct exit interview. 2. Complete full & final settlement (salary, benefits, pending dues). 3. Revoke access to company systems and recover assets. 4. Handover responsibilities and documentation. 5. Process relieving letter and experience certificate. 4. Record-Keeping & Confidentiality Maintain all employee records securely in HR systems. Ensure confidentiality of personal and payroll data. 5. Review & Continuous Improvement

Standard Operating Procedure (SOP) for Purchase Department 1. Planning & Requisition Management • Material Requirement Planning (MRP): • Collaborate with departments to forecast material needs based on production schedules and inventory levels. • Purchase Requisitions (PR): • Process and prioritize requests from internal departments. • Ensure requisitions include detailed specifications, quantities, and deadlines. 2. Vendor Management • Vendor Selection & Onboarding: • Identify, evaluate, and onboard reliable vendors based on quality, pricing, and lead time. • Maintain an Approved Vendor List (AVL) for all critical suppliers. • Vendor Performance Evaluation: • Periodically assess vendors on: • Delivery performance • Product quality • Pricing competitiveness • Service reliability • Vendor Relationship Management: • Build strong, long-term relationships through transparent communication and trust. 3. Procurement Process • Quotation Management (RFQs): • Float Requests for Quotations to multiple vendors to ensure competitive pricing. • Negotiation: • Skillfully negotiate pricing, payment terms, and delivery schedules to achieve cost efficiency. • Purchase Order (PO) Issuance: • Create precise and well-documented POs detailing: • Material specifications • Quantity • Delivery timelines • Payment terms • Secure necessary approvals before issuing POs. 4. Receipt and Inspection • Goods Receipt Note (GRN): • Match received materials with POs and GRNs to ensure accuracy in quantity and specifications. • Quality Inspection: • Collaborate with the Quality Control (QC) team to inspect materials. • Reject defective items and coordinate with vendors for corrective actions. 5. Inventory Coordination • Stock Monitoring: • Regularly track inventory levels to avoid stockouts or overstocking. • Work closely with the store department to optimize stock flow. • Reorder Points: • Establish and maintain reorder levels for critical materials to ensure uninterrupted operations. 6. Compliance and Documentation • Regulatory Compliance: • Adhere to company procurement policies and industry regulations. • Ensure ethical procurement practices at all times. • Record Maintenance: • Maintain comprehensive records of: • Purchase Requisitions • Purchase Orders • **Goods Receipt Notes

Standard Operating Procedure (SOP) – CCTV Control Room 1. Purpose To ensure continuous, safe, and effective monitoring of premises through the CCTV system and ensure timely response to any incidents. 2. Scope This SOP applies to all CCTV operators and relevant security staff managing or accessing the CCTV control room. 3. Responsibilities CCTV Operators: Monitor all camera feeds, record incidents, and report suspicious activities. Security Supervisor: Review logs, supervise operators, and escalate major incidents. Admin/IT: Ensure all technical aspects of CCTV equipment are functional. 4. Equipment CCTV monitors Digital Video Recorders (DVR)/Network Video Recorders (NVR) Storage systems Intercom system Incident report logs Access control panel (if integrated) 5. Procedure 5.1 Control Room Access Only authorized personnel allowed inside. Visitors must sign the logbook and be escorted 5.2 Daily Start-up Checklist Turn on all monitors and systems. Verify camera feeds are active. Check recording is functional. Confirm date & time stamps are accurate. 5.3 Monitoring Duties Observe live camera feeds for unusual activity. Maintain a daily logbook of observations. Tag and bookmark critical incidents in the recording software. Communicate with field security through walkie-talkie or intercom. 5.4 Incident Handling Immediately report suspicious or emergency events to the security supervisor. Record and note down: Time and date of incident Camera ID Location Short description Save the relevant footage for review and investigation. 5.5 End of Shift Handover Brief the next operator about ongoing issues/incidents. Log any faults or irregularities. Ensure systems are running smoothly before leaving. 6. Do’s and Don’ts Do’s Stay alert and focused. Maintain confidentiality. Keep the control room clean and organized. Maintain proper communication with security staff. Don’ts Do not sleep or use mobile phones. Do not allow unauthorized access. Do not tamper with recorded footage. Do not ignore suspicious activity. 7. Emergency Situations In case of: Fire: Raise alarm, notify fire control, and follow evacuation protocol. Intrusion/Theft: Alert guards and supervisor immediately. Technical Failure: Notify IT and log the issue. 8. Record Keeping Daily observation log Incident reports Maintenance log for equipment Visitor register for control room 9. Review This SOP shall be reviewed every 6 months or after any major incident. #SecurityControlRoom #CCTVMonitoring #Surveillance #SecurityOperations #CCTVOperator #SecurityInAction #24x7Security #ControlRoomView #SecurityAwareness #CCTVFootage

#Standard_Operating_Procedure(SOP) for Purchase Department Ensuring Excellence in Procurement and Supply Chain Management The Purchase Department is the backbone of any organization, ensuring timely procurement of quality materials, cost optimization, and seamless vendor relationships. Below is a concise SOP for a high-performing Purchase Department: 1️⃣ Planning & Requisition Management • Material Requirement Planning (MRP): • Collaborate with departments to forecast material needs based on production schedules and inventory levels. • Purchase Requisitions (PR): • Process and prioritize requests from internal departments, ensuring they include specifications, quantities, and deadlines. 2️⃣ Vendor Management • Vendor Selection & Onboarding: • Identify and onboard reliable vendors based on quality, pricing, and lead times. • Maintain an Approved Vendor List (AVL) for consistent sourcing. • Vendor Performance Evaluation: • Periodically assess vendors on: • Delivery performance • Product quality • Pricing competitiveness • Track performance using a vendor scorecard. • Vendor Relationship Management: • Foster long-term relationships through transparent communication and collaboration. 3️⃣ Procurement Process • Quotation Management (RFQs): • Float Requests for Quotations to multiple vendors to ensure competitive pricing. • Negotiation: • Negotiate pricing, payment terms, and delivery schedules to ensure cost efficiency. • Purchase Order (PO) Issuance: • Create accurate and well-documented POs detailing material specifications, quantity, delivery timelines, and payment terms. 4️⃣ Receipt and Inspection • Goods Receipt Note (GRN): • Match received materials with POs and GRNs to ensure accuracy. • Quality Inspection: • Collaborate with the QC team to inspect materials and coordinate corrective actions for defective items. 5️⃣ Inventory Coordination • Stock Monitoring: • Track inventory levels to avoid stockouts or overstocking. • Work with the store department to optimize stock flow. • Reorder Points: • Maintain reorder levels for critical materials to ensure uninterrupted operations. 6️⃣ Compliance and Documentation • Regulatory Compliance: • Follow company policies and industry regulations while ensuring ethical procurement practices. • Record Maintenance: • Keep detailed records of purchase requisitions, orders, and receipt notes for traceability. Conclusion A robust SOP ensures that the Purchase Department operates efficiently, contributes to cost savings, and supports the organization’s goals seamlessly. - Written by Alok Saroha

Every time you say, “Didn’t I already explain this?” what you really said was: “I refuse to document how we win.” Elite founders don’t run their startup on vibes. They run it on SOPs — Standard Operating Procedures. Here’s why SOPs are your startup’s real growth engine: ➤ 1. Slack is real-time. SOPs are scalable. What you type in Slack disappears in 72 hours. What you write in an SOP trains 100 future teammates while you sleep. ➤ 2. SOPs kill chaos before it compounds. If every person solves the same problem 5 different ways, you’re not innovating — you’re hemorrhaging. ➤ 3. SOPs give leverage, not confusion. “Go read the playbook” > “Let me walk you through it again.” Clarity is kindness. Codification is power. ➤ 4. SOPs force founder clarity. You can’t write a step-by-step process if you don’t understand it. SOPs expose fuzzy thinking and lazy ops. ➤ 5. SOPs train your future leaders. You’re not just building a task list. You’re building a judgment engine. A scale machine. A business that doesn’t need you to survive. Startups die from silent chaos. The cure? → SOP for onboarding → SOP for churn recovery → SOP for demos, follow-ups, escalations → SOP for every repeatable thing you touch Think in SOPs. Slack is for alerts. Not your operating manual. Want brutal clarity on your startup? Skip years of wasted effort and stop making expensive mistakes. Get direct advice on your deck, fundraising, GTM, or founder challenges. Book a no-BS 1:1 call with me here: https://lnkd.in/gWV8DT56 💬 Drop your most burning question in the comments. ♻ Repost to help a founder escape Slack-based chaos. 🔔 Follow Anshuman Sinha for more Startup insights. #Startups #Entrepreneurship #Management #LeanStartups #AngelInvesting

What allows Domino's to deliver more than 1.5 million pizzas every day? Executing consistently at that level isn't magic. And as any business operates at that scale live and die by.. Standard Operating Procedures (SOPs) → Matching learning styles of you/your team → Documented process to build confidence → Live somewhere central & easy to access You can do the same for your business. Core, one-best-way's of working that: → Ensure consistent execution of day-to-day tasks → Align everyone with transparent expectations → Eliminate ambiguity, focus without confusion Small team? → SOPs free you from “How do I?” emails by arming your team with all processes. New hires? → Instantly productive by following documented training + standards. The key? → Treating SOPs not as boring docs but living playbooks for daily operations. The best part? → SOPs expose every bottleneck, inefficiency, and area ripe for automation. Even if someone's out, the machine keeps churning seamlessly. It takes cult-like discipline of standardized execution + religious SOP documentation. No business can luck into 1.5 million daily deliveries. Are you creating a standard way to operate? ↓ PS.. What if you don’t have all processes documented? → Check comments below #operations #systems